Adding new users

[Ann]

I secured a database using the Wizard and now want to add a new user that can
only get into one form and nothing more. I'm new to this so I'm not sure how
to do it. Do I always need to use the wizard? Can I add the user through
the User and Group Accounts then assign permissions in the User and Group
Permissions? It made sense to do that but it didn't work when I tried.
Thanks in advance for the help.

 

[Joan Wild]

:I secured a database using the Wizard and now want to add a new user that can
: only get into one form and nothing more. I'm new to this so I'm not sure how
: to do it. Do I always need to use the wizard? Can I add the user through
: the User and Group Accounts then assign permissions in the User and Group
: Permissions? It made sense to do that but it didn't work when I tried.
: Thanks in advance for the help.

You don't need to use the wizard at all. You would open the database and log in as a user that's a member of the Admins Group.

Usually one assigns permissions to groups, and then just add the user to the group. It makes it easier to manage security that way. What if you get another user that needs access to this form? By assigning to a group, you just need to add the new user to the group. Having said that, you can assign permissions to individual users if you wish.

Also keep in mind, that if a user is a member of more than one group, they'll get the permissions of both groups (least restrictive).

Your description of 'it didn't work' isn't the best. What happened? What error message did you get?

You'd create a new user, and then grant them permissions - you'd need to grant Open permission on the Database object, and then Open permission on the form and any subform, as well as Read Data permission on the recordsource(s) of the form and subform. In addition, if you have any comboboxes/listboxes, you need to grant permission to Read Data on the rowsources of those as well.

 

[Ann]

Thanks Joan. I hadn't granted permissions to all the objects you mentioned
and that was why it didn't work. I tried again this morning and it's fine
now. I do see the reason behind the groups instead of individual users but
have one more question. Where can I put in an explanation of what the group
has rights to? I can see the explanations in the wizard if I use it. What
about on a report if I don't use the wizard? The same for the passwords. Am
I to keep track of this on my own or is there an Access report other then the
one that gets printed with the wizard? Thanks so much for the help.

 

[Joan Wild]

Keep track of it on your own and part of the documentation you have for the database.


--
Joan Wild
Microsoft Access MVP
: Thanks Joan. I hadn't granted permissions to all the objects you mentioned
: and that was why it didn't work. I tried again this morning and it's fine
: now. I do see the reason behind the groups instead of individual users but
: have one more question. Where can I put in an explanation of what the group
: has rights to? I can see the explanations in the wizard if I use it. What
: about on a report if I don't use the wizard? The same for the passwords. Am
: I to keep track of this on my own or is there an Access report other then the
: one that gets printed with the wizard? Thanks so much for the help.
:
: "Joan Wild" wrote:
:
: > :I secured a database using the Wizard and now want to add a new user that can
: > : only get into one form and nothing more. I'm new to this so I'm not sure how
: > : to do it. Do I always need to use the wizard? Can I add the user through
: > : the User and Group Accounts then assign permissions in the User and Group
: > : Permissions? It made sense to do that but it didn't work when I tried.
: > : Thanks in advance for the help.
: >
: > You don't need to use the wizard at all. You would open the database and log in as a user that's a member of the Admins Group.
: >
: > Usually one assigns permissions to groups, and then just add the user to the group. It makes it easier to manage security that way. What if you get another user that needs access to this form? By assigning to a group, you just need to add the new user to the group. Having said that, you can assign permissions to individual users if you wish.
: >
: > Also keep in mind, that if a user is a member of more than one group, they'll get the permissions of both groups (least restrictive).
: >
: > Your description of 'it didn't work' isn't the best. What happened? What error message did you get?
: >
: > You'd create a new user, and then grant them permissions - you'd need to grant Open permission on the Database object, and then Open permission on the form and any subform, as well as Read Data permission on the recordsource(s) of the form and subform. In addition, if you have any comboboxes/listboxes, you need to grant permission to Read Data on the rowsources of those as well.
: >
: >
: > --
: > Joan Wild
: > Microsoft Access MVP
: >